Memorandum - we draw up according to the requirements

The document flow of any enterprise is a collection of papers of a different nature, systematized in a certain way. One of the documents is a memorandum.

General characteristics and purpose of the document

To begin with, it should be noted that a memorandum is a business paper that is informative and at the same time advisory in nature. It is intended to be provided to the head of the enterprise or immediate supervisor. This document can be written by anyone for two reasons:

At the initiative of the employee.
By order of management.

In any case, such a paper contains detailed information on a specific, single issue. In fact, this is the opinion of the employee, expressed in writing. There are cases when, in order to make a decision, a leader needs to know the thoughts of his subordinates regarding the circumstances of a case. Then the employee is obliged to make a reasoned answer, and in conclusion to add his personal opinion in the form of specific proposals and recommendations. Accordingly, such a note becomes the private opinion of a particular person.

Don't be confused

Taking on the preparation of a particular document, you need to know exactly what exactly needs to be provided. Some species are very similar to each other and can be easily confused. For example, there are three types of business notes: office, report and explanatory. At the same time, there are three significant differences between them that prevent a knowledgeable person from making this mistake. These documents are different:

1. By the addressee, that is, by the one for whom they are intended. Unlike a service note, an explanatory note is written in the name of the immediate supervisor, and a memorandum, in addition, can be drawn up directly to the director of the enterprise.

2. On the topic and semantic load of the information presented. The theme of the explanatory is clear directly from the title. Service is a part of business correspondence between structural divisions of the company. The topic of the report can be different:

periodic reporting;
one-time provision of information on the issue of interest.

3. If the service and explanatory are used within the enterprise, then the memorandum can be both internal and external. In the first case, it is intended for the director of the company, and in the second - for a higher authority.

When the document is made

The memorandum is a necessary measure. It is drawn up when the current situation gets out of control and threatens the enterprise with serious troubles. In other words, the state of affairs must be critical. At this point, the employee brings the information to the attention of management and details the facts known to him. This may be a threat to the fulfillment of the plan or to the expected profit. The document is aimed at drawing the attention of leaders to the problem that has arisen and trying to correct the situation. Each specialist in his own way represents the resolution of the situation. In the report, he describes in detail his version and sets out his own thoughts on this matter. For ease of perception of information, this document is compiled in a completely free form. This style allows absolutely any employee to express his point of view on a specific, single issue, without fear of being misunderstood by others.

Reasons for compiling the document

There are a number of reasons why a memorandum may be drawn up. Of course, you can create a sample or a unique template for all possible cases. But any particular occasion requires an individual style of presentation. The reasons can be very different:

being late for work;
absenteeism;
breach of obligations;
conflict between employees;
a statement of the results of the audit;
bringing to the attention of information about the error;
the threat of failure to fulfill the planned task;
information about unacceptable employee behavior.

There are many reasons and each of them requires an individual approach and a specific investigation. Having received first-hand information, the boss must thoroughly investigate it and make a competent decision. Often there is a need to obtain additional information from other participants in the problem. They will be forced to submit their explanations to the management regarding the issue raised.

If someone broke something

Violations in production conditions are not uncommon. Without them, the workflow and communication between people is impossible. The most common memorandum of violation The behavior of an employee in the workplace is always ambiguous. Any deviation from the generally accepted norm is usually perceived as a violation and entails appropriate punishment. Only the head of the enterprise has the right to impose a penalty, so the rest of the employees, including the immediate supervisor, can only inform him about what happened and offer their own version of the impact on the negligent colleague. The algorithm for compiling such a report is as follows.

The name of the service or department. Indicated at the top left of the sheet.
Addressee (head of the company). Indicated at the top right.
Title of the document. It is written just below in capital letters from the red line.
Document Number.
Place of compilation.
Title.
Document text: Full name and position of the violator, date of violation, type of violation, reason for the incident, proposal for recovery.
Position, full name and the signature of the person who prepared the document.

If a colleague is at fault

A memorandum for an employee can be drawn up by the immediate supervisor or a colleague. More often, the reasons for its compilation are negative: violation, misconduct, misbehavior. In this case, the note is aimed at ensuring that what happened and stopping the repetition of this in the future. Having received such a document, the manager must understand the situation and make a decision. In this case, it depends on him whether any penalty will be imposed on the employee or not.

If a negative incident occurred for the first time, then you can limit yourself to a warning and edifying conversation. If the violation has passed into the system, then punishment will follow in accordance with labor legislation. The head is obliged to impose a visa in which the decision will be recorded. Reports can be drawn up for employees and for other reasons. For example, the head of the department has the right to draw up a note addressed to the director to reward the subordinate for conscientious work or a job well done. The principle of compilation is the same, only the text is positive.

Is it difficult to write a report?

Writing a memorandum is not difficult. A sample of writing, if necessary, can always be taken from the secretary. Many such documents pass through his hands. The main thing is to clearly state the essence of what happened. After reading such a document, the leader should have a clear idea of what the compiler of this “message” wanted to say. Facts should be described in chronological order, step by step, so that a bright and understandable picture emerges as a whole.

It must also be remembered that for internal use, the report is usually drawn up on a regular sheet of A4 (or A5) format. If the information is provided to a higher organization, then the text must be printed on the letterhead of the enterprise. Such a document must be signed by the manager without fail. As a result, it will be signed by two representatives from the enterprise: the first is the compiler, the second is the director. Information can be confirmed by additional information. They are usually provided with the main document as numbered annexes.

To make things right

In order for the information to be heard, you need to know how to write a memorandum. Such a document usually consists of three main parts.

The reason for writing this note. Here it is necessary to clearly describe the situation and list all known facts.
The opinion of the compiler about what is happening. It is necessary to analyze the situation comprehensively and propose a solution to the problem.
General conclusion and specific steps.

Information should be presented as briefly and clearly as possible so that the addressee does not lose his mind while reading. Otherwise, the facts presented may be misinterpreted, and the decision taken will not bring the desired results. The text should not express your conjectures or distort reality. This approach is against the rules. If such a need arises, the addressee himself will take an interest in the opinion of the compiler in order to understand what happened and make a final decision.

Sequencing

On an example it is possible to consider a specific case of dereliction of duty. A memorandum for an employee is compiled by the immediate supervisor for submission to the management of the enterprise. To begin with, the employee is given time to correct his miscalculations. Otherwise, the head of the relevant service, in the presence of 3 witnesses, that this employee did not complete the task within the proposed time frame. The violator must then write an explanation throughout the form stating the reasons.

The employee may not. In this case, he loses the last opportunity of his defense. The explanatory note is submitted to the head for review. He expresses his final decision in the form of a resolution. The information is sent to the personnel department for the preparation of a recovery order. The degree of punishment is determined in accordance with the law. If the misconduct turned out to be quite serious, and in addition, repeated, then the result may be dismissal from work under the relevant article.